Using Standard and Custom Fields in Form-Based Search

📌 Summary

When building a form-based Advanced Search in Ontraccr, you can filter using two types of fields: Standard Fields (always available) and Custom Fields (based on the selected form template). This article lists both and explains how to use them in search queries.

🧱 Standard Fields

These fields are available across all form templates, regardless of what the form contains. They allow you to filter submissions by metadata tied to the form submission process itself.

🧾 List of Standard Fields:

Status – Current status of the form (e.g. draft, submitted, approved)
Form Number – Unique identifier for each submission
Created At – Date the form was originally submitted
Last Updated – Date of the last edit
Customer – Customer selected or associated with the form
Project – Linked project (if applicable)
Card – Associated card (if linked from a board)
Equipment – Linked equipment record
Vendor – Vendor associated with this form (if applicable)
Cost Code – If the form links to a specific cost code
Assigned To (User) – Person the form is currently assigned to
Submitted By (User) – Person who originally submitted the form

🧠 These are useful when filtering for reporting or compliance needs, such as:

All forms submitted by a specific user in Q1
Forms linked to a certain project or customer
Forms last updated within the past 7 days

🎯 Custom Fields

Custom fields come directly from the selected form template. These are defined by your team when building or configuring the form and reflect the actual data collected in the form.

🔍 How They Work:

When you select a form template in the query setup, Ontraccr automatically loads all supported fields from that form.
You can then add conditions using these fields the same way you would with standard ones.

Example:

If your FLHA form contains:

A Yes/No field called “Was anyone injured during this task?”

You can filter:

Field: Was anyone injured during this task?
Operator: Equals
Value: Yes

🧯 Important Notes

Only fields supported by Advanced Search will appear in the condition dropdown.
If a field does not appear, it may be due to a limitation with that field type

Using Standard and Custom Fields in Form-Based Search